Administrative Assistant

Effective January 1st, 2024 the salary range for this position is $26.92 to $31.31 per hour in compliance with OPSEU Unified Bargaining Unit collective agreement provisions. The new rates, effective retroactive to January 1, 2024, were recently confirmed and dates for implementation of the new salary rates are still to be determined.

Are you a highly organized and enthusiastic team player looking to showcase your administrative and financial skills? If so, consider this opportunity to make your mark in the Ontario Public Service and provide financial and administrative support to the Financial Operations Branch, with the Ministry of Public and Business Service Delivery (MPBSD)

Note:This position is required to report to and work from the physical work location a minimum of three days per week. Current hybrid work arrangements are subject to change.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

You will:
• Provide administrative, financial and clerical support to the unit
• Perform a variety of word processing and spreadsheet services
• Coordinate telephone and accommodation tracking
• Reconcile branch expenditures
• Make arrangements for meetings, book meeting rooms and schedule appointments
• Maintain a filing and records management system
• Assist in the preparation of various human resources forms, documents and activities

How do I qualify?

Administrative and Financial skills:

You have:
• Knowledge of office administration policies, procedures and practices to provide administrative support services
• Experience with scheduling appointments and meetings, responding to correspondences and maintain office supplies and services
• You are able to develop and maintain electronic and manual filing and records management system.
• You have experience working with financial procedures and processes to monitor expenditures and budget forecasts
• You have proven financial skills to check invoices and review monthly expense claims
• You are proficient with computers and using various software including word processing, spreadsheet, database, email, electronic calendars and financial information systems.

Communication and interpersonal skills:

• You have proven written communication skills to prepare correspondence.
• You have strong oral communication skills to respond to inquiries and liaise with other ministries.
• You have strong customer service skills and the ability to deal with clients.
• You understand confidentiality and what information to release.
• You understand the need for tact and diplomacy in determining which issues may become contentious, and taking appropriate action.

Organizational Skills:

• You have effective organizational skills to assess administrative requirements as well as determine and schedule priorities among conflicting demands.
• You have the ability to make arrangements for travel, meetings and conferences.
• You are able to work independently in a fast paced, high volume team environment with minimal supervision.

Analytical and problem solving skills:

• You have proven analytical and problem solving skills to analyze and interpret complex financial information and reports.
• You are able to identify and resolve discrepancies relating to invoices and updating of financial reports, and ensure accuracy and completeness.
• You have proven arithmetic skills to reconcile expenditures and travel claims.